FilmAid International Procurement and Logistics Assistant Jobs in Kenya

FilmAid International Procurement and Logistics Assistant Jobs in Kenya


Job Purpose

  • Provide support, coordination and implementation of the Procurement and Logistics functions of FilmAid Kenya.

    Essential Functions:

    The Procurement and Logistics Assistant fulfills the following functions;

    Procurement:

  • Receiving quotation requests from the different locations and coordinate purchases requirements from user departments;

  • Sourcing of quotes from pre-qualified suppliers - based on the specifications on quotation requests received;

  • Compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods /services at the best terms and lowest costs possible;

  • Circulation of quotes, bids and proposal for evaluation and convene procurement meetings;

  • Participate in the evaluation of quotes and selection of vendors during the procurement committee meetings;

  • Take notes and circulate for review and obtain signatures from all members of the Procurement Committee and subsequent approval by the authorized official;

  • Finalize purchase orders and contracts for approval by Administration Manager;

  • Receive approved Purchase Requests and prepare and dispatch Local / International purchase Orders as needed and follow up to ensure timely delivery;

  • Keeping track of procurement of goods and services and tenders in progress and generating status reports;

  • Receiving goods/ supplies and cross checking with LPOs & ensuring all supplies received are as per PO and the proper working of equipment and signing delivery notes;

  • Support to resolve issues/problems related to delivered goods, prepare and sign Return to Vendor forms for unacceptable and /or damaged goods received;

  • Support the teams during the development of procurement plans;

  • Maintain relevant internal database and files, keep track of any procurement contractual agreements;

  • Research, maintain and present information from variety of external sources on sources of supply, vendor by community etc.

    Logistics:

  • Asset tagging of items received before issuance to the end of user and ensuring the purchased items get to the receiving office;

  • Coordinate for shipping of procured items to the field location – this includes dropping of the items to the airport for dispatch in coordination with admin;

  • Ensure the Nairobi office vehicles are serviced in good time – sourcing for quotes from pre-qualified suppliers and following through to ensure the service is completed;

  • Coordinate the repair and maintenance of damaged assets and in collaboration with the Logistics & Asset Management Officer and the Admin Manager.

  • Perform other duties related to
    this position as assigned by supervisor.

    Qualification & Requirements

  • Diploma in Procurement or Supply Chain Management;

  • Good working knowledge of government procurement and disposal procedures and laws particularly the Public Procurement and Disposal Act, 2005 and Regulations, 2006;

  • Minimum of two years’ experience in a procurement and supplies office in a reputable organization.

  • A member of a recognized procurement professional body (KISM) is an added advantage.

  • Holder of a valid Kenyan driving licence;

    Skills & Competencies

  • Excellent knowledge and understanding of procurement policies and processes.

  • Impeccable integrity and honesty.

  • Good communication both verbal and writing skills.

  • Good planning, analytical and organization skills.

  • Good public relations and negotiation skills

  • Proficient in Ms Office applications such as Ms Excel, Ms Word and in particular.

  • Ability to handle multiple projects simultaneously to meet goals and deadlines.

  • Uphold and respect procurement ethics and to conduct activities with integrity.

  • Attention to detail and a high degree of accuracy and be willing to work long hours when required.

  • A team player who demonstrates patience, flexibility and honesty.

  • Must be a person who is market oriented, cost consciousness and quality mindedness.

  • Must be a person with excellent interpersonal skills and able to work with minimum supervision.

  • Prudent in resource use and management.

  • A self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines.

    How to Apply

  • Interested and qualified persons with the required experience are invited to submit their applications with only Cover Letter, CV and 3 references to Email address:

  • jobskenya@filmaid.org on or before 16th October, 2020. Please indicate on the subject line of you application as ‘Procurement and Logistics Assistant’.

  • Note that applicants who send letters of references, testimonials or any other documents apart from those requested will be automatically disqualified.

  • Only short-listed candidates will be contacted.

    FilmAid is an Equal Opportunity Employer.


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